Off-Site Catering Software, Quote A 200-Head Event In Seconds.
Off-site catering software is the tool that returns a full line-item catering quote, menu per head, staff, rentals, bar, and delivery, the moment a client inquires, instead of a rep hand-building it a day later. With Everybooking the client then confirms headcount, e-signs the contract, and pays a deposit through one link.
A planner asks for a plated dinner for 200 at a venue across town. Everybooking returns the full quote in under a second, menu per head, servers, bartenders, rentals, bar package, delivery, load-in. The client confirms the headcount, e-signs, and pays the deposit through one link. No 40-line spreadsheet. No revised PDF at 11pm the night before.
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What do off-site caterers hate about their current quoting tools?
Quotes take a whole day to build
Every off-site event is a custom BEO, menu, staff ratios, rentals, mileage. By the time you send it, the planner already has three other bids.
Losing events to whoever bid first
71% of catering contracts go to a caterer who responded same-day. You hear about the lost ones from clients who booked the shop that answered in an hour.
Headcount changes wreck the math
Guest count moves from 200 to 165 four days out. Every per-head line, every staffing ratio, every rental count has to be redone by hand, and something always gets missed.
No instant quote tool for catering exists
Caterease and Total Party Planner make you build the proposal first. Planners want a number now. The caterer who sends one wins the tasting.
Dietary & allergy chaos
200 guests, 14 with allergies, 9 vegan, 6 gluten-free, a kosher table. By load-in the count is out of date and the kitchen is guessing.
Off-site logistics live in your head
Delivery windows, load-in time, rental returns, staff call times, generator, tent, refrigeration. One tool for the food, four more for the logistics.
How does off-site catering booking work with Everybooking?
Planner inquires
From your website, a referral, an Instagram DM, or The Knot. 30-second funnel: date, venue, headcount, service style.
Instant quote
Real line-item quote in under a second. Menu per head + staff + rentals + bar + delivery + service charge.
Client confirms & pays
They lock the headcount, add dietary flags, e-sign the contract, and pay the deposit through one link.
Your crew rolls out
Load-in with the BEO, staff call sheet, rental manifest, and dietary list, all pre-generated from the confirmed quote.
How does Everybooking compare to Caterease and Total Party Planner?
| Capability | Everybooking | Caterease | Total Party Planner | HoneyBook |
|---|---|---|---|---|
| Instant line-item quote | Yes | No (build first) | No (build first) | No |
| Auto re-price on headcount change | Yes | Manual | Manual | Manual |
| Off-site staff + rental lines | Yes | Yes | Yes | Manual |
| Per-guest dietary capture | Yes | Per booking | Per booking | Manual |
| Deposit + e-sign in one flow | Yes | Add-on | Add-on | Yes |
| Starting price (annual) | Published | ~$1,428 | ~$1,188 | $468 |
| Setup time | Same day | 2–4 wks | 1–3 wks | <1 day |
Competitor pricing reflects published entry tiers as of 2026 and varies by seat count and modules.
Off-Site Catering Questions.
- How is this different from Caterease or Total Party Planner?
- Caterease and Total Party Planner are event-management systems you drive by hand, someone on your team builds the BEO and the proposal after the inquiry lands. Everybooking replies to the inquiry itself. A client asks for a 200-head plated dinner at an off-site venue and gets a real, line-item quote back in seconds. You keep the BEO tooling; we win the deal before a competitor answers.
- Does it handle off-site logistics, not just the food?
- Yes. Off-site is the whole point. A single quote prices the menu per head, staff (chefs, servers, bartenders, captains), rentals (tables, linens, china, glassware), the bar package, delivery mileage and load-in, plus taxes and service charge, each line independent, with rules for guest-count tiers and blackout dates.
- What happens when the guest count changes?
- It re-prices automatically. The client adjusts headcount on their own link; every per-head line, staffing ratio, and rental count recalculates and the deposit updates. No emailing a revised PDF back and forth three days before the event.
- Can clients pay a deposit and sign online?
- Yes. The client accepts the quote, e-signs the catering contract, and pays the deposit in one flow. Final balance and headcount lock on your cutoff date automatically.
- What does it cost?
- Pricing is flat, published, and month to month — the current tiers are on the pricing page. That math works for a caterer doing $8K–$60K events, not for a $200 drop-off order.
Stop Losing Catering Contracts
To The Caterer Who Bid First.
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